TABLE OF CONTENTS

I Introduction to Meeting Recordings

II Record a Meeting

III View Meeting Recording

IV Edit / Download Meeting Recording

V Send Meeting Recording


I Introduction to Meeting Recordings

The ability to record meetings is available in Boardable Spotlight to customers who are on Professional or Enterprise plans. Some quick highlights and advantages to Spotlight's recording ability:

  • Features:

    • Fast processing times

    • Accessible cloud storage

    • Customized permissions

    • One-stop-shop for recording, sharing, and storing

    • Email notifications

    • Post meeting refresher

    • Ability to edit recording names

    • Additional copy in the Document Center

    • Multiple recordings in one meeting

    • Publish to Public Meeting Page

    • Easily find and review past recordings

    • Visibility of person speaking even when screen sharing

  • Value:

    • Increases engagement and productivity

    • Eliminates the need for multiple business applications

    • Saves time

Meetings can be recorded and sent to attendees, viewed by attendees, published to the Public Meeting Page, and / or saved to the Document Center. The attendees of the meeting will know recording is taking place because the word Recording will be visible on the screen; attendees will not be notified prior to the recording.

Note: It is good practice to verbally inform attendees at the beginning of the meeting that they may be recorded or quickly inform prior to starting a recording.

Recording during the meeting can be stopped and started again to capture different portions of the meeting; this creates multiple snippets (recordings). This ability comes in handy if there is a desire to record certain meeting agenda items separately or not record certain agenda item discussions at all. There may be some parts of the meeting that should be recorded for everyone to playback, and there may be parts where playback should be limited. Each meeting recording can be named appropriately with the appropriate permissions.

Only Meeting Collaborators can record a meeting. Multiple Collaborators can start and stop a recording at different times during the meeting, but the option to record is only available to one person at a time. In other words, if the meeting is already being recorded, another recording cannot begin until the current one is stopped. The current recording can be stopped by any Collaborator.

Once a meeting recording is completed, it will automatically be sent via email based on the access granted when the recording was started. Please refer to Record a Meeting for more details.

The page of a Boardable Spotlight meeting will look similar to the one below. Note that throughout this help article, the sections of the page will be referred to as shown below.

The Meeting Recording(s) created will include all audio and capture the person who is speaking, any screens that are shared, and any documents being presented. The Navigation Panel is not visible in the playback video, only the Video Panel is visible.

Note: if a screen is being shared, the person speaking will be displayed in the right hand corner of the video, a slight difference to how the Video Panel looks when in the meeting itself.

II Record a Meeting

In order to record a Meeting in Boardable, click the Join Meeting button (it must be a meeting using Boardable Spotlight). Only Meeting Collaborators have the ability to record a meeting. Once in the Meeting, follow these steps:

  1. Click the Record button

    1. The Record button is in the Top Menu on the right

    2. The setup of the user's screen (such as video blocked, sound muted, etc.) will not affect the recording

  2. The "Record Meeting" window will appear allowing the following options:

    1. Recording Name: a default name will appear here, change it to any desired name for the recording (this can be changed after recording is saved)

    2. Visibility: select the appropriate designation: Limited or All attendees (this is available to change once recording is saved)

      • If Limited is selected, the Save a copy feature will no longer be available (the recording will still be viewable in the Navigation Panel and Meeting Page even if a copy is not saved to the Document Center).

    3. Send email: click this option to send an email to attendees when the recording is finished; the users receiving the email will be determined by the option chosen in Visibility during this setup

      • Important Note: if this option is selected, an email will be sent as soon as the recording is finished, possibly before the meeting has ended (multiple emails may be sent if there are multiple recordings); it is important to be aware of this if initially selecting All attendees

    4. Save a copy: only visible if All attendees is selected (this will be available in the Document Center once recording is saved)

      • If this option is selected, the "Choose a Folder" window will pop-up allowing the user to select the appropriate folder in the Document Center in which to place a copy of the recording; the Document Center houses a completely separate instance of the recording

      • If this option is not selected, the recording is still available in the Navigation Panel and the Meeting Page

    5. Click Start Recording once all options are appropriately selected

  3. Initializing meeting recording... will appear where the Record button used to be; this can take a few minutes

  4. A Stop button will appear where the Record button used to be - this is viewable to all attendees so that they are aware that they are being recorded

  5. Stop recording at anytime by clicking the Stop button

    1. IMPORTANT NOTE: any Collaborator can stop a recording, even if they are not the one who started it

  6. Recording finishing will appear where the Stop button used to be

    1. Once the recording has finished processing, the Record button will re-appear

  7. Repeat steps to record more of the meeting; multiple recordings per meeting are allowed

    1. Once the recording is stopped, the same or different Collaborator may start a new recording

Note: any user can enter "full screen" without it changing the recording. While in full screen mode, the user will have the options to turn camera on / off, mute, and exit full screen

III View Meeting Recording

An attendee may or may not be able to view a meeting recording, it depends on the user's Meeting Role and the Visibility setting selected for the recording. The meeting recordings can potentially be viewed in four places for those who have appropriate permissions:

  1. Spotlight Meeting: click the filmstrip tab on the Navigation Panel. This allows for some quick editing while still in the meeting, as well as after. Please refer to Edit / Download Meeting Recording for more information.

    1. The filmstrip tab is only visible if there are recordings the user has permission to view

    2. The red number on the filmstrip tab represents the number of recordings available for that meeting

  2. Meeting Page: view the recordings under the section titled 'Video Recordings'

    1. If they are not visible here shortly after the meeting, simply refresh the page; if still not visible, the user does not have the appropriate permissions to view

  3. Document Center: view the recording in the location it was saved; the recording will be in mp4 format

    1. Navigate to the appropriate folder

    2. Find the appropriate meeting recording name and click on it

    3. Another page will open displaying the recording, time and date, comments, and People involved

    4. Click Open or Download - Open will open the video in a new tab and Download will save the mp4 file to the user's computer

      Note: Recordings saved to the Document Center are completely separate from the recordings saved to the Meeting; they are an additional copy. Document Center recordings will be treated like any other file in the Document Center, with the same options and permissions within that folder. Please refer to Related Articles to learn more about the Document Center.

  4. Public Meeting Page: recordings can be viewed here if the meeting has been published to the Public Meeting Page (please refer to Edit / Download Meeting Recording for more details on how this can be done)

    1. View the Public Meeting Page (please refer to Related Articles for more information on Public Meting Pages and how to use them)

    2. Click the Recordings tab to view the recordings

IV Edit / Download Meeting Recording

Users who can view the meeting can also download the meeting. Only Collaborators can edit a Meeting Recording. Although the video itself cannot be altered, the following options are available when viewing the recording through the Spotlight Navigation Panel or the Meeting Page.

  1. Change the name of the recording

  2. Change Visibility Settings

    1. Limited Access: only available to Organization Admins and Collaborators

    2. All Attendees: available to all People invited to the meeting

  3. Download recording (permission to view = permission to download)

  4. Delete recording

  5. Copy to Document Center (only available if Visibility is set to All Attendees)

  6. Add to Public Page (only available through Meeting Page)

Note: Recordings saved to the Document Center are completely separate from the recordings saved to the Meeting; they are a copy. Any edits made to the Meeting Recording will only affect what is accessible / viewable in the Spotlight Navigation Panel, Meeting Page, or Public Page. Document Center recordings will be treated like any other file in the Document Center, with the same options and permissions. Please refer to Related Articles to learn more about the Document Center.

Edit / Download through Spotlight Navigation Panel

To edit or download a meeting recording while in Boardable Spotlight:

  1. Click the filmstrip tab in the Navigation Panel

    1. The filmstrip tab is only visible if there are recordings the user has permission to view

    2. The red number on the filmstrip tab represents the number of recordings available for that meeting

  2. Click the pencil to have access to update the following:

    1. Recording Name

    2. Visibility settings (Limited Access or All Attendees)

  3. Click the checkmark (that used to be a pencil) when finished with updates

  4. Click the vertical dots for the following options:

    1. Download

    2. Delete

    3. Copy to Document Center (only available if Visibility is set to All Attendees)

Edit through Meeting Page

To edit or download a recording from the Meeting Page:

  1. Recordings will be listed under 'Video Recordings' on the Meeting Page

  2. Click the pencil to have access to update the following:

    1. Recording Name

    2. Visibility settings (Limited Access or All Attendees)

  3. Click the checkmark (that used to be a pencil) when finished with updates

  4. Click the vertical dots for the following options:

    1. Add to public page

      1. only available to Organization Admins / Collaborators

      2. only displays if Public Page is enabled

    2. Download recording

    3. Delete recording

    4. Copy to Document Center (only available if Visibility is set to All Attendees)

V Send Meeting Recording

The meeting recording is automatically sent via email, upon completion, based on the access granted when the recording was initiated. Please refer to Record a Meeting for more details on who can see the recording.


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